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Full text of "Filing for engineering drawings and maps"

BLM LIBRARY 



88040905 




T/N 259 

Filing Code 1271 

Date Issued January 1975 



TECHNICAL NOTE 



U.S. DEPARTMENT OF THE INTERIOR - BUREAU OF LAND MANAGEMENT 



FILING FOR ENGINEERING 
DRAWINGS AND MAPS 
By 
Larry D. Taddia 
Arizona State Office 








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Additional copies of Technical Notes are available from DSC, Federal Center Building 50, Denver, Colo., 80225 



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An employee suggestion submitted by Larry D. Taddia from the Arizona 
State Office recommends a filing system for Engineering drawings and 
maps. The suggestion has been adopted for optional use by all Bureau 
offices. 

Filing for engineering drawings, maps, and other related material with 
features such as color coding, quick reference, history reference, and 
alphabetical listing,, 

Description : 

It will be necessary to maintain three lists or files which show the 
drawings in the following order: 

I. District and Type (Quick Reference) 

A. Major Groups (color coded) 

1. Alphabetically 

II. Alphabetical Listing 

III. Historical Reference 

For an example, we will use the drawing Collection Box and Trash Rack and 
show how it is filed and found under each of the three files , 

I. Districts and Types (Quick Reference) 

First the drawing was given a reference code„ Its' type, 
Standard Drawings, was the '600' series. It was also put 
into one of the major groups. This drawing was placed under 
Dams and Dikes, the '1 ! thru '3' series, and color coded blue. 
So its' complete number was '601' „ It was listed on a blue 
card under Dams and Dikes for drawing type '600'„ Also, 
because a layman might not know what a collection box is, it 
was listed under Miscellaneous. See "Quick Reference" Illus- 
tration, 






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II. Alphabetical Listing 

If only the title is known, the alphabetical list is used. 
This is a triple spaced alphabetical list by title. It gives 
the complete title, reference code of the drawing, and the 
number of sheets. Additions are penciled in until retyping 
is necessary. See the "Alphabetical Listing" Illustration. 

III. Historical Reference 

For the historical reference, a card file is kept. The cards 
are stored by title, alphabetically. They are also color 
coded according to their group. For our example, the Collec- 
tion Box and Trash Rack is shown on a blue card. On each 
card is the title, reference number, and brief history, envi- 
ronmental study date, approval date, bid draft submission, 
etc. See the "Historical Reference" illustration. 

The drawers with the drawings in them are also coded and kept in ref- 
erence number order. The drawing, Collection Box and Trash Rack , is in 
the drawer marked "Standard Drawings, 601-608". Within the drawer, a 
blue index tab marked '601' shows the correct section to look in. For 
a tube storage system, the same labeling can be used. See the "Drawer 
Labels" and "Transparent Index Tabs" illustration. 

Steps Necessary to Put Suggestion into Effect : 

First, a numbering system must be devised. One series of numbers is 
used for each District and type. For example, Phoenix District is the 
'200' series and Standard Drawings are the '600' series. Then a series 
of numbers is given to each subject. For example, Dams and Dikes are 
the ' 1' thru '3' series and Range Improvements are the '14' thru '15' 
series . 

Next, all the drawings are sorted, given a reference number, and listed 
in the three files. After a contract has been approved or the item 
built, only the originals are kept. All others are discarded. 

Then the drawings are placed in drawers or tubes. The drawers are then 
appropriately labeled and index tabs are placed on the drawer dividers. 

Separate from drawings are the maps. These are kept in alphabetical 
order under general groups. The following is one list of these groups: 

USGS Quads Transportation Plans 

Army Map Service. Visitor Maps 

Color Quads Maps, Arizona Scenic Brochures 

U.S. Forest Service Maps Miscellaneous 



COLOR CODE 

- BLUE DAMS a DIKES 

- BUFF ROADS 

- GREEN RECREA TION 

- YELLOW — RANGE IMPROVEMENTS 

- WHITE — MISCELLANEOUS 



3"x 5" COLORED 
INDEX CARDS 






603 ryot«<c4 S<t«f*w«<*r 



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STANDARD DRAWINGS 


SCELLANEOUS 616-617 


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Colltction Box md 
Troth Rack 


616 


Concrete Block Radio 
Bldo. 


616 


Fire Tool i Bon 


602 


Loose Rock Spreader 


616 


Standard Warehouse 
Plane 


617 


Standard Method — 
Excavation 8; Backfill - 
Outlet Structure 




Trenches 




COLORED BLANK 
GUIDE CARDS 










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tftf/tf/T REFERENCE 




ALPHABETICAL LISTING 



STANDARD DRAWING! 
60! - 608 



STANDARD DRAWINGS 
609-617 



DRAWER LABELS 



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TRANSPARENT INDEX TABS 

(FOR DRAWER DIVIDERS ) 



8 x 10 1/2 PAPER 



January 1973 



STANDARD DRAWINGS 

614 BUMPER GATE PLAN - I sheet 
original 



601 CHLORIDE - BIG WASH ACCESS ROAD CULVERT PIPE -I sheet 
original 



614 CLAMP FOR STRETCHING WOVEN WIRE — I sheet 
original 



601 COLLECT/ON BOX AND TRASH RACK — I sheet 
original 



610 CONCRETE FIREPLACE - I sheet 
ori gin a I 



611 CONCRETE CURB BARRIER -2 sheets 
or i gina I 



616 CONCRETE BLOCK RADIO BLDG. — I sheet 
original 



610 COOKING FIREPLACE — 4 sheets 
neg. 8k print 



610 COOKING GRILL, GROUP — I sheet 
or ig ina I 



601 CULVERT PIPE DOWNDRAIN SYSTEM (BPR) —2 sheets 
oz I id print 



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BLM Library 
D-553A, Building 50 
Denver Federal Center 
p 0. Bos £5047 
Denver, GO 80225-0047 



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C OLOR CODE 

BLUE DAMS B DIKES 

BUFF ROADS 

— GREEN — RECREATION 

— YELLOW — RANGE IMPROVEMENTS 

— WHITE — MISCELLANEOUS 



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HISTORICAL REFERENCE 




3"x 5" COLORED 
INDEX CARDS 



ALPHABETICAL 
INDEX CARDS 



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